Automating Jira with Forms: Move Issues to Department Backlogs Based on Form Submissions

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Imagine receiving requests across multiple departments in Jira and needing an efficient way to route each task to the correct team—whether it's Marketing, IT, or HR. Without automation, this process requires manual assignments, adding time and the potential for miscommunication. But with Smart Forms for Jira and Jira Automation, you can automatically route issues to the right department’s backlog based on form submissions and field updates." 🚀

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How It Works

• Form Submission with Selections 📋: A user—employee or customer—submits a form with the selection of the relevant department or any other info that may help as detect with automation rule where to send this issue, say Marketing, IT, or HR, a part of the form fields.
• Form Submission Creates a New Jira Issue 📝: Form submission can create a new Jira issue with mapped form fields into Jira issue fields, or the form can be added to an issue automatically or manually, then submitted, updating Jira issue fields after form submission.
• Trigger: On the selection of a field, this action becomes the trigger for issue routing consideration by Jira Automation.
• Automate: Issue Move into Department’s Backlog 📂: Based on the selected department in the form, automation moves the issue directly into that department’s backlog in Jira. This simple setup makes sure requests go straight to the right team without any manual steps or lost tasks in the process.

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Automation Setup: A Step-by-Step

1. Create in Smart Forms for Jira a Form with Department Selection Options 🎛️: Set up a form that contains a field for users to identify which department the next action should go to. For instance, after conducting a test, a tester can choose "Development" as the next stage. This way, departments can pass tasks smoothly.

2. Automation Setup in Jira for Issue Creation or Update Regarding the Department Field 🔄

   • Action Trigger: Use the Issue Created trigger if an issue is created from a form submission. Alternatively, set it to Field Updated when the "Department" field is updated upon form submission within an existing issue—e.g., testers submit the form in the issue to route it to developers.
   • Condition: Add a condition to check the "Department" field value. For example, if "Department" is updated to "Development," then move forward.
   • Action: Move the issue to the Backlog of the specified department—e.g., Development Backlog, where the issue is prepared for the next team.

3. Test the Automation ✔️: Submit forms within issues, choosing different departments, to simulate real hand-offs. For example, testers will submit the form with "Development" selected once testing is complete, and the automation should route the issue to the Development backlog.

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Advantages of Department-Based Task Routing

• Smooth Transitions Between Teams 🔄: Issues automatically move directly into the backlog of the next team, requiring no manual reassignment.
• Smoother Workflow Transitions ⚡: Teams pick up the work quickly, reducing wait times and completing tasks faster.
• Lighter Administrative Burden 📉: Tasks moving between departments don’t require oversight from managers, allowing them to focus on strategic work.
• Less Miscommunication ✅: Automatic routing ensures minimal chance of tasks landing in the wrong department or getting lost in transit.

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Real-World Example

Suppose an issue is in the testing phase. Testers fill out a testing checklist within the issue, indicating "The next action should be done by the Development department." The form submission updates the "Department" field to "Development," triggering automation that moves the issue directly into the Development backlog. Now, the Development team can start working on it immediately without any additional reassignment.

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Other Scenarios

• Marketing Requests 📈: A new project proposal needs input from the Marketing team. The customer submits a request form, selecting "Marketing" as the department, and the issue lands in Marketing's backlog for review.
• IT Support 💻: An employee needs technical support. Based on "IT" selected in the form, the issue automatically routes to the IT team's backlog, allowing them to prioritize and address it quickly.
• HR Policy Updates 🏢: An employee requests updated company policy information. By selecting "HR," the issue is routed directly to the HR backlog, ensuring the request goes to the right team for execution.

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By automating department-specific task routing based on form submissions and field updates, Smart Forms for Jira helps streamline workflows across teams. Whether moving tasks from testing to development or handing off requests between departments, this setup ensures tasks reach the right people at the right time.

Ready to simplify cross-departmental workflows? 🌟 Implement automated routing with Smart Forms for Jira today and enjoy smoother transitions between team.